Special Event Permit for Public Parks

Are you considering having an event in a public park such as a community festival, a graduation party, a large wedding, etc.? Below you will find a handy list of things you may be required to include in your application. If you have not already read the guidelines for applying for Special Event Permits, please be sure to do so.

Before You Begin

The following rules apply to all special events at Arvada Public Parks:

If alcoholic beverages are served, additional requirements apply. Note that these are the minimum requirements. Additional insurance may be required as determined solely by Risk Management for the City of Arvada. If you have questions, please contact Risk Management, 720-898-7590

Example

A waste plan should be included with your application outlining the type of waste that will be generated, steps that will be taken to reduce the amount of waste from the event, i.e. recycling containers and how the waste will be disposed of which may mean the need for temporary dumpsters.

Sustain Arvada is committed to making sure that environmentally friendly events are hosted within the City of Arvada. With that, the City requires all food vendors to serve food and drinks in recyclable or compostable containers. Examples of compliant products include:

Compostable food containers

Plates, cold and hot cups, straws, food containers, cutlery, napkins, boxes and bags (made from paper, natural fiber or bio plastic). If using bio-plastic it must be labeled as compostable and be approved for composting.

To reserve or rent a park pavillion, contact the Park Maintenance Department at 720-898-7410 or visit our Park Maintenance Office at 7800 W. 62nd Avenue, between Olde Wadsworth Blvd. and Carr Street to complete the required application and make the appropriate payments. Cash or checks please as credit cards are not accepted.

If you are holding an event that will require the closure of a residential street, you will be required to submit a Residential Street Closure Permit. The permit requires you provide approval signatures of 80% of the residents who will be affected by the closure.

Vendors selling merchandise are required to collect and remit sales tax to the City of Arvada. Special Event Coordinators are responsible for providing Revenue with a finalized vendor list before the start of the event. The vendor list should include all of the following information:

Business Name

Business Address

Contact Name

Contact Phone

Contact Email

Revenue staff will provide the special event coordinator with a partially personalized tax form. The coordinator distributes the form to all vendors . Vendors participating in a special event ARE NOT REQUIRED to have a business license, as they are covered under the special event.

In addition to the insurance certificate required by all special event applicants, applicants whose event includes outside vendors are also required to provide evidence of the vendor’s liability coverage. Examples are:

Food trucks or tent vendors

General Liability in the minimum amount of $1,000,000

Products and Completed Operations of $1,000,000

Beer or Alcohol vendors

General Liability in the minimum amount of $1,000,000

Products and Completed Operations of $1,000,000

Liquor Liability of $1,000,000

Inflatables or mechanicals such as bounce houses, amusement rides)

General Liability in the minimum amount of $1,000,000

Products and Completed Operations of $1,000,000

Entertainment and staging (if separate from the Special Event applicant)

General Liability in the minimum amount of $1,000,000

Products and Completed Operations of $1,000,000

Please obtain documentation of the vendor’s liability coverage from the vendor.

The certificate holder box and additional insured for all certificates must read:
The City of Arvada
Risk Management
8101 Ralston Road
Arvada, CO 80002

Policy coverage must include the date(s) of the event(s)

Note that these are the minimum requirements. Additional insurance may be required as determined solely by Risk Management for the City of Arvada. If you have questions, please contact Risk Management, 720-898-7590.

Alcohol at PRIVATE Events on PUBLIC Property

Individuals hosting private events on public property may apply for a permit to allow attendees to consume 3.2% fermented malt beverages, nothing stronger. If you are planning to have alcohol at your private event, contact Parks, Golf, and Hospitality at 720-898-7393.

Alcohol at PUBLIC Events on PUBLIC Property

Any public event involving the consumption of alcohol, either sold, served or distributed by the glass, requires a Special Events Permit. These permits are jointly issued by the Arvada City Clerk’s Office and the Colorado Department of Revenue to qualified non-profit organizations (501(c)(3)) registered with the Colorado Secretary of State. Applications must be submitted to the City Clerk’s Office at least 45 days prior to the event. The proceeds of the event must benefit the non-profit organization. If you are planning to have alcohol at your public event, contact the City Clerk's Office at 720-898-7550.

Each participating vendor will need to complete an application and supply the event coordinator with the appropriate documentation required (health certification). The event coordinator should consolidate the vendor applications and appropriate documentation and submit a complete set with their formal Special Event Permit application. Applicants will need to identify where each food truck will be set up within the event boundaries on the site plan/site map.

The City of Arvada requires a tent permit if your event includes use of tents or temporary membrane structures that exceed 400 square-feet in area or any combination of smaller tents clustered together meeting the requirements above, will also need a permit: unless there is a 12 foot break between a cluster of smaller tents so that they do not exceed the 400 or 700 square foot requirement. Exception: Tents that are open on all sides do not require a permit unless they exceed 700 square-feet in area.

The Arvada Fire Protection District (AFPD) will review the permit application for compliance with the City of Arvada adopted Fire Code. Please visit arvadafire.com to view the fire safety requirements. For more information call 303-424-3012.

Items You May Need After Review

For information on what to provide in an Emergency Medical Plan, please contact Arvada Fire Protection District Emergency Medical Services Chief Dave Mitchell at 303-424-3012 or dave.mitchell@arvadafire.com. Please see contact options on arvadafire.com

The event sponsor assumes overall responsibility for the setup and operation of the special event and ensures compliance with all fire and risk reduction guidelines and requirements. For information on what is required in a Fire Safety Plan, please visit the Arvada Fire Protection District at arvadafire.com. For more information call 303-424-3012.

If you are holding an event which will require the closure of any street in a commercial area, you will need to apply for a Commercial Street Closure Permit. You will need to provide a list of business affected by the closure along with approval signatures from 80% of affected business owners.

Letter or signature from any private property owner who is allowing for event parking

Promotional strategies for notifying participants of the parking plan (promotional materials should encourage participants to get to the event using an alternate travel mode ex. train, bike, walk, bus)

A Temporary Traffic Control Plan (TTCP) is required whenever any part of a special event will take place within any Arvada street. The TTCP shows how road users (including cars, trucks, buses, bikes, and pedestrians) will be informed about and guided through or around the special event zone. Usually this involves a combination of advance warning signs (Road Closed Ahead, Detour Ahead, etc), cones, barricades, flaggers, and detour signs. The TTCP is a computer generated plan that illustrates how and where all of those elements will be arranged. TTCPs are reviewed by Traffic Engineering staff and must meet specific guidelines for device type, size, and spacing. If your TTCP does not meet those requirements, your special event permit will not be granted. TTCPs require 2-3 business days for review, and hand-drawn plans are not accepted.

If a Traffic Control Plan is required for your event, contacting a traffic control company and requesting a TTCP is the often the best and easiest option. The City cannot recommend any specific company, but you can find many options on Google or in the Yellow Pages under "Traffic Control Company."

Example

Applies to All Events

Online Application Process

Time: Application must be submitted at least 60 days prior to the event but not MORE than 12 months prior to the event.
Cost: There is a non-refundable $100 application fee (additional fees may apply).
Payment Types: Online with Visa or Mastercard. Some fees may require payment by check.

The City of Arvada uses eTRAKiT for the Special Event Permit application process.

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